Financial Management Eligibility of Expenditure on Interreg Europe Budget Lines Financial Control Unit, Financial Control Unit, Funds and Programmes Division MEAIM Date: 14/11/16 INTERREG EUROPE Programme Sharing solutions for better regional policies Programme part financed by the European Union European Regional Development Fund (ERDF) Co-financing rate: 85%/75% EU Funds; 15%/25% National Funds Investing in your future
Presentation Outline 1. Eligibility of Expenditure at Project Level 2. Budget Lines Categories 3. Preparation Costs 4. Ineligible Expenditure 4. Ineligible Expenditure 5. Public Procurement 6. Preventing Fraud in Public Procurement
Eligibility at Project Level, costs must: • Necessary for carrying out these activities and achieve the project’s objectives and be included in the estimated budget. • Be in accordance with the principles of sound financial management i.e. reasonable, justified, consistent with the usual internal rules of the partner, the EU, the programme and national internal rules of the partner, the EU, the programme and national rules. • Be identifiable, verifiable, plausible and determined in accordance with the relevant accounting principles. • Be incurred and paid by the partner organisation, debited from its bank account no later than the project end date, be substantiated by proper evidence allowing identification and checking.
Budget Lines applicable for Interreg Europe 1. Staff 2. Office and administrative expenditure 3. Travel and accommodation 4. External expertise and services 4. External expertise and services 5. Equipment
Staff Consist of costs for staff members employed by the partner organisation, as listed in the application form and who are working full time or part time on the implementation of the project. Cover the partner organisation’s gross employment costs, which usually comprise the following: comprise the following: a. Salary payments (fixed in an employment/ work contract). b. Other costs directly linked to salary payments paid and not recoverable by the employer such as Employment taxes and Social Security (including health coverage and pension contributions) Overheads and any other office and administrative expenditure cannot be included in this budget line.
Staff (cont.) Staff may be employed as follows: a. Person employed by the partner organisation, and working full- time on the project. time on the project. b. Person employed by the partner organisation, working partly on the project at a fixed percentage . c. Person employed by the partner organisation, working partly on the project at a flexible percentage (flexible number of hours per month) d. Person employed by the partner organisation on an hourly basis .
a. Person employed by the partner organisation, and working full-time on the project. Supporting documents for the verification of expenditure (First Level Control) 1. Employment Contract or any other equivalent legal agreement with partner organisation; 2. Document clearly showing that the employee works 100% of the time on the 2. Document clearly showing that the employee works 100% of the time on the project (it can be the working contract and/or any other document issued by the employer such as a ‘mission letter’); 3. Payslips and; 4. Proof of Payment.
a. Person employed by the partner organisation, and working full-time on the project. Example A Total monthly salary costs (gross salary and €5000 employer’s social contributions) B % of the time worked per month on the project 100% C Eligible costs: (A * B) €5000
b. Person employed by the partner organisation, working partly on the project on a fixed percentage. Supporting documents for the verification of expenditure (First Level Control) 1. Employment Contract or any other equivalent legal agreement with partner organisation; 2. Document setting out the percentage of time to be worked on the project per 2. Document setting out the percentage of time to be worked on the project per month (it can be the employment contract and/or any other document issued by the employer, clearly identifying the fixed percentage of monthly time dedicated to the project); 3. Payslips and; 4. Proof of Payment.
b. Person employed by the partner organisation, working partly on the project on a fixed percentage. Example A Total monthly salary costs (gross salary and €5000 employer’s social contributions) B Fixed % of the time worked per month on the 60% project C Eligible costs: (A * B) €3000
c. Person employed by the partner organisation, working partly on the project on a flexible percentage (flexible no. of hrs per month) c.1. Calculation based on the contractual hours as indicated in the employment contract c.2. Calculation based on dividing the latest documented annual gross employment costs by 1,720 hours
c.1. Calculation based on the contractual hours as indicated in the employment contract Supporting documents for the verification of expenditure (First Level Control) 1. Employment Contract or any other equivalent legal agreement with partner organisation; 2. Document identifying the monthly or weekly working time and the number of 2. Document identifying the monthly or weekly working time and the number of holidays per employee, such as employment contract or other internal document of equivalent value; 3. Payslips; 4. Proof of Payment; 5. Document showing the calculation of the hourly rate and; 6. Timesheets or equivalent time recording system.
c.1. Calculation based on the contractual hours as indicated in the employment contract Example 1. Starting Point A Total monthly salary costs (gross salary and employer’s social contributions) €5000 2. Calculation of Hourly Rate B Number of working hours per working day according to the employment contract (weekly 8 hours working hours divided by 5 working days) working hours divided by 5 working days) C July 2014: Number of workable days (any public/bank holidays are to be subtracted) 22 days D Number of workable hours in July 2014 (B * C) 176 hours E Number of annual holidays (days) as per the employment contract 30 days F Number of monthly holidays (days) as per the employment contract (E/12 months) 2.5 days G Number of monthly holidays (hours) as per the employment contract (B * F) 20 hours H Monthly working time, excluding holidays (D – G) 156 hours
c.1. Calculation based on the contractual hours as indicated in the employment contract Example 3. Hourly Rate I Hourly Rate for July 2014 (A / H) €32.05 4. Number of Hours Worked (based on timesheet) J Total number of hours worked on the project during the month of July 100 5. Eligible cost for the hours worked on the project K Eligible Cost (I * J) €3,205
c.2. Calculation based on dividing the latest documented annual gross employment costs by 1,720 hours Supporting documents for the verification of expenditure (First Level Control) 1. Employment Contract or any other equivalent legal agreement with partner organisation; 2. Payslips (over the past 12 months reference period); 2. Payslips (over the past 12 months reference period); 3. Proof of Payment; 4. Document showing the calculation of the hourly rate and; 5. Timesheets or equivalent time recording system.
c.2. Calculation based on dividing the latest documented annual gross employment costs by 1,720 hours Example 1. Starting Point A Total annual* salary costs (gross salary and employer’s social contributions) €50,000 2. Calculation of Hourly Rate B Number of working hours according to the Regulation (EU) No 1303/2013, Article 68(2)** 1720 hours 3. Hourly Rate C Hourly Rate for July 2014 (A / B) €29.07 4. Number of Hours Worked (based on timesheet) D Total number of hours worked on the project during the month of July 100 5. Eligible Cost for the Worked Hours on the Project E Eligible cost (C * D) €2,907 * Annual salary costs = costs incurred over the 12 months preceding the last month of the reporting period. ** No further amendments should be made to the number of hours (holidays etc. are already considered).
d. Person employed by the partner organisation on an hourly basis. Supporting documents for the verification of expenditure (First Level Control) 1. Employment Contract or any other equivalent legal agreement with partner organisation; 2. Payslips; 2. Payslips; 3. Proof of Payment and; 4. Timesheets or equivalent time recording system.
d. Person employed by the partner organisation on an hourly basis. Example 1. Starting Point A Hourly rate (as indicated in the employment contract) €30 4. Number of Hours Worked (based on timesheet) B Total number of hours worked on the project during the month of July 100 3. Eligible Costs for the Hours Worked on the Project C Eligible cost (A * B) €3,000
Staff (cont.) 6. Within the same partner organisation, the four above-mentioned calculation methods may co-exist if several people with different working contracts and time involvement in the project are working on the same project.
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